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wiki:policies:document_retention [2023/06/15 20:43] katcow |
wiki:policies:document_retention [2023/12/18 14:16] katcow |
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Digital records include contracts, operating agreements, tax returns, emails, chats, voice messages, invoices, meeting notes, presentations, | Digital records include contracts, operating agreements, tax returns, emails, chats, voice messages, invoices, meeting notes, presentations, | ||
- | Physical records may include | + | Nested Knowledge does not process any physical documents, such as contracts and tax forms, with the exception of checks and remittance notices. Nested Knowledge processes checks for existing enterprise customers. Checks and remittance notices are to be shredded 90 days after deposit. |
===== III. Policy ===== | ===== III. Policy ===== | ||
- | ==== A) Document Retention - Internal Company Documents ==== | + | ==== (A) Document Retention - Internal Company Documents ==== |
=== Tax Returns === | === Tax Returns === | ||
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Nested Knowledge will keep payroll records for** three years**, or until acquired. | Nested Knowledge will keep payroll records for** three years**, or until acquired. | ||
+ | |||
+ | **Ethical Conduct** | ||
+ | |||
+ | Nested Knowledge will keep records demonstrating adherence to Ethics Code of Conduct–including compliance with regulations for data protection, cybersecruity, | ||
+ | |||
=== Retirement Plans === | === Retirement Plans === | ||
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In the event of active or imminent litigation, the above policy will be suspended. | In the event of active or imminent litigation, the above policy will be suspended. | ||
- | ==== (B) Data Retention | + | ==== (B) Data Retention |
- | Retention of personal | + | Retention of data shall be performed in compliance with with our Data Classification scheme: |
- | |Data Class|Description|Retention Procedure|Legal Regulations| | + | |**Data Class** |**Description** |**Retention Procedure** |**Legal Regulations** | |
|Public Data|Data that may be disclosed to anyone, regardless of their affiliation with Nested Knowledge.|Public data will be reviewed at least annually for relevance and accuracy and may be deleted at will.|No specific retention period is mandated.| | |Public Data|Data that may be disclosed to anyone, regardless of their affiliation with Nested Knowledge.|Public data will be reviewed at least annually for relevance and accuracy and may be deleted at will.|No specific retention period is mandated.| | ||
- | |Internal Company Data|Potentially sensitive information not intended for public sharing.|Internal data shall be retained according the guidance in Part A of this policy.|ERISA, | + | |Internal Company Data|Potentially sensitive information not intended for public sharing.|Internal data shall be retained according the guidance in Part A of this policy.|Internal documents may be subject to requirements from ERISA, HIPAA, and the Internal Revenue Code.| |
- | |Confidential Data|Information that, if made available to unauthorized parties, may adversely affect individuals, | + | |Confidential Data|Information that, if made available to unauthorized parties, may adversely affect individuals, |
- | |Restricted Use Data|Information that Nested Knowledge has a contractual, | + | |Restricted Use Data: Emails, Filesystems, |
- | |Customer Personal Data|This includes personally identifiable information | + | |Restricted Use Data: Customer Personal Data|This includes personally identifiable information |
+ | |||
+ | ==== Data Destruction ==== | ||
+ | |||
+ | Data records will be retained only as necessary for the performance of services, honoring of a contract, or legal obligations. Data that is no longer needed will be destroyed. As described in the [[: | ||
+ | |||
+ | Upon voluntary or involuntary termination, | ||
+ | |||
+ | Nested Knowledge prohibits the use of removable media and paper for storing confidential or personal data. Employees and contractor may not print out documents contacting clients' | ||
==== Communication and Compliance ==== | ==== Communication and Compliance ==== | ||
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|P. Olaniran|10/ | |P. Olaniran|10/ | ||
|K. Kallmes|10/ | |K. Kallmes|10/ | ||
+ | |K. Cowie|06/ | ||
+ | |K. Kallmes|6/ | ||
[[: | [[: | ||